VRAF Regional Workshop Program Host Site Application FAQ

Who can apply?

The opportunity to host a VRAF regional workshop is open to the broader information and cultural heritage community, particularly to organizations and institutions with an interest in and commitment to the management and dissemination of cultural heritage information.  Successful applications may come from organizations, visual resources centers, libraries, library and information science programs, and museums, to name a few. If you have further questions about whether your host site fits the application criteria, please contact VRAF Director Bath Haas, vraf.rwit@gmail.com.

Do you accept international host site applications?

The VRAF is exploring the possibility of opening our workshop program to international applicants. The ideal international candidate would be affiliated with an established international chapter of a GLAM (Galleries, Libraries, Archives and Museums) related and/or cultural heritage organization and have a very clear plan for interested local attendees. We are still in the planning stages of hosting International Workshops, and are open to the right location and host.

What facilities are necessary to host a VRAF Regional Workshop?  

To a certain extent, the necessary facilities will reflect the nature of the workshop that is being offered. As a baseline, however, access to a classroom seating 40-60 is required. This classroom should be equipped with a/v, including a projector. The ability to provide guest access to wifi may be important for some workshops. Access to catering services for coffee breaks is also essential, as are on-site or nearby dining options for lunch.

What is the registration fee, and why do the VRAF Regional Workshops have them?

For a day-long workshop during the VRAF Regional Workshop pilot year, the registration fee was $125. We anticipate a similar fee structure to be in place for 2018-2019.  This fee allows the VRAF to offer professional programming at a very reasonable cost, while ensuring that the VRAF Regional Program can expand in the future.

Can everyone at the host institution attend the workshop for free?

Unfortunately, this is not possible. The benefit of hosting a workshop is to provide an affordable and relevant opportunity to the host site and to the region with the bulk of the details managed by and all of expenses paid for by the VRAF. In return, the VRAF hopes to break even on workshop expenses. To allow free registration for all members of a host institution may mean that the bulk of seats are taken up by those who otherwise would not have been interested in attending if it required a fee. However, the VRAF allows the local host (point person for the workshop) to attend for free, as well as $250 for the local host to select either two free registrants or to provide “scholarships” so that several people can attend at a reduced rate (for example, 5 people attending the workshop for $75 instead of the customary $125.) In addition, the local host can elect to forgo the $250 honorarium to provide additional full or partial scholarships to the attendees of their choice.

 Who instructs the workshops?

The VRAF Regional Workshop Program has a highly experienced roster of professionals instructing in their areas of expertise. Should your site be selected to host a workshop, we will work with you to match you with an instructor and to facilitate the development of an engaging curriculum.

What are the expectations of the local hosts?

The local hosts are responsible for securing workshop facilities and coffee break catering; assisting the VRAF Regional Workshop Program in developing and implementing a very robust publicity plan; providing information about travel, accommodations, and day-of-workshop instructions; providing a welcome on the day of the program; and ensuring that the instructor knows how to reach the site and is introduced to the classroom facilities in advance of the workshop. The local hosts will also work closely with the VRAF and the workshop instructor to develop a curriculum that to the best of our ability suits the needs of both the host site and a broader regional audience.

What happens if the enrollment is low?

While every effort will be made to hold the regional workshop at the selected host sites, should enrollment be extremely low, the VRAF reserves the right to cancel the workshop.